Minutes of the Board of Finance meeting held on Tuesday, January 18, 2011 at 7:30 p.m. at the Old Lyme Memorial Town Hall.
~Present:~~~~~~~~~ Regular Members:~Andrew Russell, Wayne Devoe, H. P. Garvin, III,
Christopher Kerr, Janet Sturges, David Woolley
Timothy C. Griswold, Ex-Officio
Absent:~~~~~~~~~~~ Regular Members:~
~~~~~~~~~Alternate Members:~ David Kelsey, Judy Read, Maggie Ward
Mr. Russell called the meeting to order at 7:35 p.m.~
Minutes of December 07, 2010 Special Meeting
The minutes of December 7th Special Meeting were reviewed.
There were no corrections to the minutes noted, therefore, a motion was made by Mr. Woolley, seconded by Mr. Garvin, to approve the minutes, as written. Mr. Devoe abstained from voting as he was not present at the December 7th meeting. Motion carried.
Minutes of December 21, 2010
The minutes of December 21st were reviewed. Mr. Devoe wanted it noted that within the conversation on page 2, 2nd paragraph, he asked Mr. Nossek, CPA, Kostin, Ruffkess, to clarify the total indebtedness of the town, including District 18 obligations. He referred Mr. Devoe to page 33 of the Annual Financial Report, Year End June 30, 2010, which indicated that the Town of Old Lyme’s share is approximately $11,941,760.
There being no other corrections noted, a motion was made by Mr. Devoe, seconded by Mr. Woolley and passed unanimously to approve the minutes, as modified. Mr. Garvin and Mr. Kerr abstained from voting as they were not present at the December 21st meeting. Motion carried.
Chart of Accounts/Financial Reports
Mr. Griswold highlighted the December 2010 Financial Report Notes stating that the Property Tax Current Levy is 62.5% collected. After the December revenue of $22,954 is collected and posted, the Town Clerk’s revenue will be 66% collected, after the December Building revenue of $5,486 is posted, the year-to-date collected will be 58% collected , and after WPCA revenue for December for septage in the amount of $7,724 is posted, the year-to-date collected will be 67% collected. Several state grants received during the month were $23,436 for Boat Grant, $10,080 for DUI/Seat Belt Grants, $7,477 for FEMA storm reimbursement and $47,418 for Photo-Voltaic (which was posted to fund 16. Town Hall Improvement Fund).
Under Expenditures, - Special Deductions (pensions), the first two quarters of pensions were paid for employees ($63,726) since switching to quarterly payments. Old Lyme Fire Department spent $3,990 for 2 twist lock vehicle stabilizers. The Emergency Retirement paid $3,230 for Jack Kneale’s actuarial annual fee. The Police (Private duty) paid $8,375 in December and $19,025 YTD but $10,000 has been received/billed to date. The remainder will be billed in January.
Under Capital – General Government, the $4,090 represents payroll amounts for those individuals doing the R-10 determinations. Capital – Public Works Project Contractors - $4,950 is for Anton Paving, who installed curbing on Saunder’s Hollow and paving on Hatchetts/Short Hills.
Mr. Griswold stated that there also may be some FEMA funding available through Federal Emergency Management for expenses incurred from the snowstorm on January 11 & 12 which had heavy winds and power outages throughout the area.
Public works – New plow request: Mr. Griswold stated that one of the existing plows, which is somewhere between 12 to 14 years old, is not operating properly. There was discussion regarding the feasibility of repairing it versus buying a new unit. Within the Public Works Five Year Capital Plan, a new plow is slated for next year and that request can be swapped into this year’s capital budget in order to purchase the new plow as soon as possible. There was also discussion that various Public Works lines may be underspent and could accommodate the plow request.
A motion was made by Mr. Kerr, seconded by Mr. Devoe to appropriate up to $8,500 for a replacement snow plow for Public Works. The funds will be added to Capital – Public Works. Motion carried.
Automated Single Stream Recycling –Cart purchase: Mr. Griswold explained that the Town obtained bids and samples from three vendors for the Automated Single Stream Recycling carts. The bids include the cost of the carts, transporting the carts to Town, assembling the carts and distributing them to residents, and keeping an inventory of the carts. The three different styles of the 95 gallon carts, on display in the Meeting Hall, were reviewed in detail with quotes ranging from $225,000 to $275,000. At Town Meeting in December, $260,000 was appropriated for the cart purchase and delivery.
The vendor will be selected soon, and carts will be ordered within a month, with distribution in April. Mr. Griswold stated that there will be information distributed with the carts listing what materials may be recycled. The automated recycling system should commence on May 1st.
District Probate Court – Funding for January – June 2011: Mr. Griswold reported that the four towns that make up the new Probate Court in East Lyme are reviewing a draft agreement outlining each town's responsibilities. Each town will be responsible for a percentage of the operating costs, such as telephone, heat, and lights, which will be determined by the percentage of each town’s census population of the total census population. At this time, Old Lyme will be responsible for about 15% of the operating costs, but that could change when the new census figures are available. The share of the expenses for capital items going forward will be based on the same calculation. The Town does not have to pay rent to East Lyme for the space; however, the District Towns will be
responsible for future building’s Capital items, such as a new furnace. The Agreement is being reviewed by the Selectmen of the four District Towns and should be satisfied shortly.
Mr. Griswold commented that Judge Peterson used all of the FY11 Probate budget and likely another $5K by the end of December for micro-fiching of files, moving expenses, and extra operating expenses. It was agreed that the four towns will send 50% of their FY11 Probate budgets to East Lyme so ongoing Probate expenses may be paid (Jan – June 2011). Fifty percent of Old Lyme’s Probate budget is about $1,700. The new Judge of Probate will reconcile what each town should pay after June 30th. It was agreed that Old Lyme will overdraw the Probate budget by another $1,700 to make the payment to East Lyme
Public Works Wash Bay/Garage Doors: Mr. Kerr explained that the Public Works Garage Committee seeks approval to use up to $6,000 of the $20,000 in Carryover to pay for a 14 foot commercial garage door on the pole building off of Machnik Drive. This was not part of the original scope of the Public Works Garage renovation and the remaining $20,000 is earmarked for truck wash equipment. However, because the Committee has not agreed upon purchasing truck wash equipment or “making a deal” with East Lyme to share one, the recommendation is to proceed with the garage door. The door would secure the equipment inside the pole building and shelter it from the elements.
A motion was made by Mr. Kerr, seconded by Mr. Garvin, to expend an amount, but not to exceed, $6,000 from Public Works FY2009 carryover for the Public Works garage door. Motion carried.
Budget Schedule Overview
Mr. Russell stated that the first weekly meeting for the upcoming budget season will be on Tuesday, February 1st. He reviewed with the Board the first few budget assignments and the budget schedule. Mrs. Sturges requested that LYSB’s budget discussion be moved to March 8th, along with Other Associations. The first budgets to be discussed are Chartered Beach Associations, Police Services, Other Public Safety and Parks and Recreation.
Automated Single Stream Recycling Contract for May and June 2011: The Board of Selectmen approved executing an agreement with Shoreline Sanitation to perform Automated Single Stream Recycling for the months of May and June 2011 at a cost not to exceed $29,000. An amended agreement with Shoreline Sanitation for refuse collection and automated single stream recycling for the four year period starting on July 1, 2011 is being finalized.
Renewal of Operation and Maintenance Agreement for the Septage Facility: Mr. Griswold stated that the Septage Facility in Town is operated by Shoreline Sanitation. A number of years ago, the Town entered into an Operation and Management Agreement and a Lease for the facility. Both documents have technically expired. The Board of Selectmen approved a renewal of Lease for the four year period starting January 1, 2011. The Operation and Management Agreement is being finalized.
Mr. Russell stated that the Annual Town Meeting is scheduled for next Monday, January 24th at 7:30pm at the Old Lyme Middle School Auditorium. Attendance is stressed.
Mr. Russell stated that the next Board of Finance meeting starts the budget process and is scheduled for Tuesday, February 01, 2011 at 7:00 p.m.
A motion was then made by Mr. Kerr, seconded by Mr. Devoe and passed unanimously to adjourn the meeting at 8:36 p.m.